Frequently Asked Questions

GETTING STARTED
Q: What is the mission statement of EZinspections?
To be the most user-friendly field service automation system.
Q: What benefits does EZinspections provide me?
Through technology, EZinspections automates your routine work, and help you be more productive and organized, save time and money, improve work quality, have happier employees, and grow your business!
Q: How does EZinspections work?

EZinspections consists of a web site for order management, mobile applications for data and photo collection, and backend programs and services to download orders from and upload results to your clients.

You create an EZinspections web account, and then create accounts for your clients and contractors. You can select forms from our library or create your custom forms. Jobs can be manually created or auto imported from client accounts, and auto dispatched to your contractors. Contractors either print orders or download them to laptops, mobile phones or pads, collect data and photos in the field, and upload to the web site. You can access the results instantly after contractor upload, and have the opportunity to QC results. Verified results can be submitted to your client with just one click, or submitted by EZinspections automated data entry service.

You can create invoices and contractor payments, and export them to Quickbooks for check issuance and reporting.

Management reports and contractor scorecard reports are available for your data analysis.

Q: What types of field service does EZinspections support?

With the capability of creating custom forms and customized business processes, EZinspections is set up to support all kinds of field services. We currently serve inspection, REO and property preservation, asset management, and more. Contact us if you are looking for a solution for your field service industry.

Q: What does 'cloud-based' mean? What are its benefits?

'Cloud-based' means that our computer and storage servers are hosted at a cloud-computing infrastructure. Similar to Apple's iCloud that stores consumers' photos, videos and music, we store your data, photos and documents in the 'cloud'. With geographically-distributed redundant storage, EZinspections can always provide you with fast and reliable access to current and history data.

Cloud computing also allows us access to unlimited network bandwidth and computing power. It means that when traffic to our system is high, we can add more computing capacity at moment's notice, to remove bottleneck of slowdowns. On the other hand, when traffic is low, we can turn off servers that are not needed and pass the savings to our customers.

No more worries on servers getting too slow, or disk drives getting full. We take care of these for you!

Q: Can I centralize all of my orders in one account, such as inspection, property preservation and REO?

Yes. All jobs can be centralized together. Jobs are categorized by client and product, and can be easily separated and searched. If your company have separate departments handling different kinds of work, you can also create multiple accounts.

Q: How long do you keep my data and photos? Can I back them up locally?

We keep your data, photos and documents for up to seven years with no additional charge. Yes, you can back up data to Excel files and save to your local storage, together with photos and documents.

Q: How do I get started?

Call 1-866-931-9719 or email sales@ezinspections.com. You can also set up a trial account yourself on the web site by clicking the Try Free button on the home page. The following is a list of things needed to get started

- Your clients
- Your forms: create your own or choose from our library
- Contact information of office and field staff
- Territory: Counties or zip code list of each field staff (optional)
- Fees: client and field rep fees for invoicing and billing (optional)

You can do the above yourself, or send them to us to set up for you. Trainings can be arranged for office and field staff. Contact us for details.

Customer Support and Training
Do you provide phone, email or online chat support?

Yes. Phone support is provided to company admins only. Phone and online chat support are from 8 am to 8 pm Eastern Standard Time. Email support is 24/7 with a maximum turn-around time of 12 hours.

Do you provide live training to new and existing users?

Yes. We typically give two trainings to a new customer, one to the admin staff, and one to the field staff. We also hold monthly admin and field rep training webinars.

Do you have online training manuals and videos?

Yes. Training manuals and videos are available online in your web account. Videos are also available on Youtube.com (search 'ezinspections').

Manage Contractors, Office Admins and Clients
Q: Does each field rep have an individual account?

Yes, each field rep has an individual web account with unique login and password. Each field rep only has access to the jobs dispatched to his or her account.

Q: Is my field rep information kept confidential?

Yes. Only your administrators have access to your field rep information. Your clients and other users do not. EZinspections does not share your field rep information with anyone.

Q: Can my contractors manage their subcontractors using EZinspections?

Yes. Your contractor can create a separate administrator account to manage subcontractors; that account links to your account so orders can seamlessly flow up and down.

Q: Can multiple people log into one account at the same time? If so, how many?

Yes. There is no limit on how many people can log into one account at the same time.

Q: Can I create account for my client to issue orders and view results?

Yes.

Q: Can I create user accounts myself?

Yes.

Order Creation, Dispatch and Submission
Q: How are orders created? Can my clients create orders?

Orders can be created manually, imported from order file (PDF, Excel, CSV etc), or automatically downloaded from your client system by EZinspections auto import function. Your clients can create orders in their EZ account and dispatch them to you.

Q: When orders are created, can they be prefilled with previous job data?

Yes.

Q: Can I upload order documents and enter custom job instructions?

Yes. Order documents can be attached manually, or created by the system automatically (such as door cards). You can preset custom job instructions based on job type, and the system automatically displays it to the field rep.

Q: How are orders dispatched to field reps? Can they be easily reassigned or sent for redo?

Orders can be automatically dispatched to field reps based on zip code or county coverage. Jobs can also be manually dispatched, and can be easily reassigned, or sent back to field rep for redo with a redo note.

Q: How does your automated order import and data entry work? What is the turn around time?

Our automated order import and data entry services are performed by software programs but are closely monitored by experienced human workers. Orders are typically imported from your client system every 2 to 3 hours. Results are uploaded to your client system continuously, priorized by the urgency of each order. Data entry turn-around time is from several minutes to a few hours, but generally within 24 hours from the time results are uploaded to our servers. Some client jobs can be submitted in real-time with just one click. We can handle rush jobs any day as our data entry service is running 24/7.

Data and Photo Collection in the Field
Q: Do you support data collection on laptop, smartphone / tablet and also paper?

Yes. Our laptop and smartphone / tablet apps are 'offline'; you do not need internet connection to use it in the field. No matter whether it is laptop, phone or paper, We have worked to optimize the speed of data collection. Here are a few highlights.

- On printed paper form, there are comment checklists to reduce lengthy writing of comments
- On the web site, laptop or smartphone, the data collection form is compact and dynamic with real-time validation
- In the laptop application, hot keys are designed to allow you quickly search and complete jobs exclusively using the keyboard
- No extra clicks!

Q: How are photos attached to jobs? Are they automatically resized and date/time stamped?

Yes. photos are automatically resized, and can be auto date and time stamped. We have developed many ways for you to attach photos. For example, in our laptop application, photos can be automatically attached to job when you connect your camera to the laptop through USB, or even wirelessly from your camera! You can choose to attach photos at the end of your route by batch attaching photos with just one click!

Photo date stamps always match job's completion date.

Q: Can I manipuate photos online?

Yes. You can re-order photos, drag and drop them to photo buckets, crop and rotate photos, move them to Do-Not-Submit-to-Client bucket, or manually stamp photos with date, time or custom captions.

Quality Control
Q: Are data and photos validated when entered by the field rep?

Yes. Whenever data is entered, whether it is on laptop, smartphone or web, field rep is required to pass the validation logic imposed by each client, and upload the required number of photos and documents into their proper attachment buckets.

Q: Can office staff examine results before sending to clients?

Yes. Company admins can create their custom exam buckets, such as jobs with inconsistent data, bad address, or jobs completed by a new field rep. These jobs will be examined by admin before submitting to clients.

Q: Can the system block old, duplicate or cropped photos?

Yes, as a customizable option. Old, duplicate or cropped photos can be either blocked from being uploaded, or flagged for office examination.

Mapping, Geocoding and Routing
Q: Can I use your system to map, route and geocode my jobs?

Yes. You can map and geocode your jobs, and route them either using our internal routing feature or other softwares such as Microsoft Streets & Trips.

Q: Can I send routed address list to my GPS navigation device?

Yes. You don't need to manually type addresses into GPS navigation anymore.

Q: Can I enter my map address if client gives me incorrect address?

Yes. Map address is used in routing and dispatching, and is carried over to the next job on the same property.

Communication Among Users
Q: Can I post a news or event alert to my users? Can I mass email to users?

Yes. For news or event alert, it is posted to your contractor company account as well. You can email to all or selected users in batch.

Q: Can office and field rep exchange job note, and also write private note?

Yes. Notes can be written between office and field staff, among office staff only, or as a private note.

Q: Can notes about a property be carried from job to job?

Yes. Property note, which is carried from job to job, can be written by field rep for everyone to view, or by admin for office viewing only.

Accounting Features
Q: Can I create client invoice and track client payment in EZ system?

Yes. You can create client invoices and credit memos, and import client payment information.

Q: Can contractor payments be automatically created?

Yes. Contractor payments can be automatically created by the system at the end of each pay period.

Q: Do contractors have access to their billing information and payment stubs?

Yes. Contractors, field reps or QC contractors, can run billing report, and receive payment stubs both in their emails and in their web accounts.

Q: Is EZ integrated with QuickBooks?

Yes. You can export invoices and bills from EZ and import them into your QuickBooks.

Forms, Reports and Documents
Q: Do you use client-specific form or a universal form for all clients?

We use client and product specific form that matches each client form's questions, answers and the exact validation logic of data, photos and documents.

Q: Can I create custom form myself using your system?

Yes. You can create and maintain custom forms using our web pages. No programming is needed.

Q: Do you have management reports? Can you create custom reports for me?

Yes, and yes.

Q: Is there a scorecard report to rank the performance of my contractors?

Yes.

Q: Can I store my company documents and share them with my contractors?

Yes.

System Reliability, Performance, Security and Backup
How reliable is your system? Was there any extended downtime in the last six months?

System downtime has been minimal outside of our system maintenance period which is typically between 3 to 5 am Eastern Standard Time. There has been no extended downtime during working hours in the last six months.

Does your system become slower with increasing job volume and user base?

No. Being a cloud-based system, we have access to unlimited computing and network resources. More capacity can be quickly added to handle more users and larger job volume.

What is your disaster recovery strategy?

We have built backup infrastructures at a different geographical location from the production infrastructure. Production data is transferred in real-time to the backup servers. All files are stored in redundant media shared by the production and backup servers. In the rare case of an disastrous event, we can rapidly switch production to the backup infrastructure with minimal or no data loss.

What security features are used to protect my data?

EZInspections utilizes a multitude of security measures to protect your data:
- End-to-end SSL (Secure Socket Layer) 128-bit data encryption during web access and data synchronization
- Digital Certificate for secure access
- Strong password protection for your web account
- Session control on every web page, and session timeout after a sustained idle time
- Password checking on mobile device
- E-commerce grade firewall

What software platform do you use?

We are based on Microsoft .Net and SQL server platform, which is widely used in large scale e-commerce web sites such as Dell, Microsoft, and Bank of America.

Will we be 'locked in' once we use your system? Can data and attachments be backed up locally?

No, you don't need to worry about being locked in. You can back up data into Excel and download attachments to your local computer.

Customer Billing
Q: How often does EZinspections bill me? Can I pay with credit card online?

EZinspections bills customers every month. Yes, you can pay with online credit card which is automatically charged monthly.

Q: Do you require a contract? Can I cancel my account anytime?

No, we do not require a contract, although we can sign a contract with you if you prefer. You can cancel your account anytime.

Mortgage Inspection Specific Questions
Q: Do you support Aspen Grove check in? How does that work?

Yes, we support Aspen Grove check in. You need to set up individual Aspen ABC Number for each of your inspectors doing work that need background check. Once that is set up, the check-in process is transparent to you and your inspectors. Your inspectors don’t need to go through any extra step to complete check-in. EZ Inspections mobile app and cloud system do the job for you by recording and transmitting the required check-in information to Aspen Grove, saving your inspector valuable time in the field.

Q: On the inspection side, which mortgage nationals do you support?

We can perform automated order download and result upload for the following clients: A2Z, AIM, Altisource, Aspen Grove, Assurant, Auction.com, Cyprexx, Equator, Five Brothers, IMS, MCS, M&M, MSI, NFN, NFR, Reliance, ServiceLink, Spectrum, and Wolverine. More are added so contact us for details.

Q: Can signed vacancy certificate be automatically generated?

Yes.

Q: Can I quickly find out how many jobs were completed on a given day by an inspector, and know which inspector is falling behind on job completion?

Yes. We have a performance tracking module to let you quickly identify which inspectors are falling behind.

Property Preservation and REO Specific Questions
Q: Do you support Aspen Grove check in? How does that work?

Yes, we support Aspen Grove check in. You need to set up individual Aspen ABC Number for each of your contractors doing work that need background check. Once that is set up, the check-in process is transparent to you and your contractors. Your contractors don’t need to go through any extra step to complete check-in. EZ Inspections mobile app and cloud system do the job for you by recording and transmitting the required check-in information to Aspen Grove, saving your contractor valuable time in the field.

Q: On the preservation side, which mortgage nationals do you support?

We support PCR form and order import from many national mortgage firms, including 3Point, Assurant (Field Assets Services), A2Z, Corelogc, Cyprexx, Five Brothers, IMS, LPS, MCS, M&M, NFN, NFR, Reliance, Spectrum and more.

Among the above, we can automatically import orders from Altisource, Corelogic, LPS, and MCS. Orders from other companies are imported from the order files exported from their web sites or received from their emails.

Automated data entry is peformed for Altisource pre-foreclosure, preservation and REO orders, Corelogic grass cuts and MCS grass cuts. We are adding more automation clients. Contact us for more details.

Q: Can we create bids and invoices? Are previously created bids available for the new job?

Yes, and yes.

Q: Can users drag and drop photos to re-order them or put them in photo buckets?

Yes.

Insurance Inspection Specific Questions
Q: Can my clients issue orders and view completed results? Can they see my company logo in their account?

Yes, and yes.

Q: Do you support commercial as well as residential insurance inspection?

Yes, we support both commercial and residential insurance inspections, such as General Liability, Fire, Builder's Risk, plus all the supplements.

Q: Do you support custom PDF reports?

Yes. We can create your custom PDF report template and merge data and photos into it to produce PDF reports for your clients.

Rental Home Inspection
Q: Can I create or import rental property inspection orders?

Yes, you can create orders manually or import orders from Excel / CSV format. We also support auto order import from property management systems. Contact us for details.

Q: Can recurring orders be automatically generated by EZ system?

Yes. You can specify whether orders are monthly, bi-weekly or weekly.

Q: Can I email custom PDF reports to my clients through the system?

Yes. You can set up your clients emails and send them PDF reports by just one-click.

Q: Can I create my own move-in and move-out inspection checklist?

Yes. You can use EZ form builder to create any custom form, without the need of programming. Or you can use our pre-build move-in and move-out inspection templates.

Q: Are move-in move-out reports automatically created by the system?

Yes. All PDF reports are automatically created by the system, including move-in move-out inspections, regular property condition checklists, and other inspection and maintenance tasks.

Q: Can I set up my properties in EZ system?

Yes. You can set up your rental properties in EZ Inspections and create work orders from the properties.

Vacation Home Maintenance
Q: Can I create my own inspection & cleaning checklist?

Yes. You can use EZ form builder to create any custom form, without the need of programming. Or you can use our pre-build inspection checklist templates.

Q: Can inspectors and cleaning crew create and view notes of the property?

Yes. Inspectors and cleaning crew can add notes about specific issues of the property and share them with everyone involved.

Q: Can inspectors and cleaning crew access photos of the property?

Yes. Field staff can view property photos on mobile app to make sure furniture, fixtures and signage are properly placed.

Q: Can I set up my properties in EZ system?

Yes. You can set up your rental properties in EZ Inspections and create work orders from the properties.

BPO / REO Management
Q: Can you help processing high-volume BPO orders?

Yes. The EZ system specializes in helping high-volume BPO management companies to streamline their processes and efficiently process high-volume BPO orders.

Q: How are BPO orders created in the EZ system?

BPO orders can be created manually in your EZ web account, or imported from Excel / CSV files.

Q: Can you auto download client orders?

Yes, EZ can auto download client orders from some client accounts. Contact us for details.

Q: Can you auto upload results to my client systems?

Yes, EZ can auto upload results to some client systems. Contact us for details.

Q: What is the workflow to process BPO orders in EZ Inspections?

The following is the workflow for BPO management in EZ.

(1) You add BPO orders from multiple BPO company sites to an Excel file, and import into EZ periodically. One import file can contain orders from multiple BPO sites.
(2) EZ creates two jobs per BPO work order: one comp job and one inspection job, and can auto dispatch to your comp pullers and inspectors.
(3) Comp puller receives job and process comps from MLS to BPO company site.
(4) Inspector receives job and takes photos on EZ’s mobile app and uploads them to the EZ cloud account.

     Comp puller and inspector work independently to save time.

(5) Your data entry staff monitors completed BPO and inspection jobs, and uploads inspection photos to BPO company site and closes out the BPO order.
(6) (Optional) A reviewer can QC comp and inspection results before closing out the BPO order. Jobs can be auto dispatched to the reviewer by EZ system.
(7) (Optional) EZ can auto import BPO orders from BPO company sites and/or auto upload photos and comp results to BPO company sites (for those sites that EZ automates).

Q: How does data entry staff know that both comp and inspection jobs are completed?

The comp and inspection jobs of the same BPO order are linked together. When inspection photos are uploaded, they show up on the comp job. Data entry staff can simply monitor completed comp jobs with photos to know which jobs are ready to upload photos to and close out on the BPO company sites.

Other Field Services
Q: Does EZinspections support other field services?

Yes. EZinspections was built to serve all kinds of field services. We have a robust and flexible platform for you to create your custom forms and report templates, manage jobs and contacts, and do accounting. If you have a need to streamline and automate your line of field service work, contact us at sales@ezinspections.com.


 
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